REFORMATTING RECORDS

Updated: Monday, March 31, 1997

The Georgia Records Act requires each
state agency to "establish and maintain an active program
for the economical and efficient management of records..." [Official
Code of Georgia, Annotated (O.C.G.A.) 50-18-94]. Each local
government is required to "approve by resolution or
ordinance a records management plan..." [O.C.G.A.
50-18-99].

Records come in a variety of shapes, sizes, and types, such as
hand-copied ledger books, newspaper files, and various forms
created over time to record information for licenses, court
orders, and permits. Unstable or heavily used records may require
transfer to another format, such as microfilm or permanent paper,
to ensure preservation of the information they contain.

MICROFILM

Records are microfilmed to preserve their information, reduce
wear and tear on originals, save space, and improve access.
Copies of film can be distributed to off-site locations,
providing access to more than one user at a time. The Microfilm
Disposal Schedule and some records retention schedules allow for
the early disposal of records once microfilmed. If properly
processed and stored, black and white, silver gelatin microfilm
has a usable life of about 500 years, far longer than the useful
life of many poor-quality original paper records. Camera masters
of the film currently may be stored at the Georgia Department of
Archives and History, ensuring the existence of a "security
copy." Even if original paper records were damaged, stolen,
or destroyed, the information from
those records would still survive if the originals had been
filmed.

SELECTION

Microfilm all vital records. O.C.G.A. 50-18-91
defines vital records as "any record vital to the resumption
or continuation of operations, or both; to the recreation of the
legal and financial status of government in the state; or to the
protection and fulfillment of obligations to citizens of the
state." Vital records are among the permanent records for
which an agency is responsible.

Typical vital records include board minutes and tax, birth,
marriage, deed, and death records. Also regard inventories and
finding aids as vital records. Many record schedules indicate
which records are vital.

Courthouses often keep files of local newspapers that are in
poor condition and consume a considerable amount of space. Retain
newspapers on microfilm. Many community newspapers are already
available on microfilm through the Georgia Newspaper Project,
coordinated by the University of Georgia Libraries. Before
investing limited resources to film published materials, first
check local and regional repositories and databases to see if the
items have already been filmed.

Because of their artifactual value, also preserve newspapers
printed prior to the Civil War in their original format.

MICROFILM SERVICE COMPANIES

Microfilming is a technically complex and labor-intensive
operation. In addition to the obvious expense of cameras,
microfilming requires equipment for processing and copying, and
there must be bibliographic and technical assessments of the
completed films. Microfilm personnel need appropriate training.
Equipment demands ongoing maintenance to produce completed film
which will meet required standards.

A professional microfilm service company can microfilm records
more economically than setting up an in-house operation.

It is vitally important to evaluate the qualifications of any
microfilm service company. Network with other record custodians
and inquire about their experiences with microfilming agents.
Contact potential agencies by phone. Question them about their
experience filming records that are bound, fragile, or oversized.
Ask the microfilming agent for at least three references from
other government agencies and contact these agencies to see how
the vendor handled records, met deadlines, and responded to
refilming corrections. Visit the microfilm vendor's operation.
Ask questions about standards, procedures, and security.

PHYSICAL PREPARATION

Microfilm must contain all of the information as it appears on
an original record. Filming is conducted so that all individual
documents and groups of documents maintain their numerical or
sequential order. Correct order is essential to ensure that
microfilmed records will be accepted as evidence in a court of
law.

In most cases, the records repository will prepare materials
prior to filming and contract with a microfilm service company
for the actual filming of the records. Before filming, remove all
paper clips, staples, and other fasteners from the records.
Gently open and flatten all records in preparation for filming.
Use a soft white brush to remove from the records any surface
dirt that might reduce resolution or sharpness of the final
microfilmed image.

Take the time to verify that records are prepared in the
correct order to be filmed. Note where records are incomplete,
illegible, or misnumbered, and be sure to provide this
information to the microfilm service agency with the records to
be filmed.

BIBLIOGRAPHIC PREPARATION

An indexing system is usually required for finding records on
a reel of microfilm. Micrographics standards require eye-legible
targets at the beginning of a reel that state the name of the
government or agency that is the creator of the records on the
film, the title of the record series, and its inclusive dates.
Targets must also be included to indicate any irregularities in
the original records. Targets can be prepared by the microfilm
service agency from information supplied by the office or
repository.

Once records have been filmed, remember to change your finding
aids to direct users to request microfilm rather than the
originals.

CONTRACTS

A written contract will outline specific requirements and
describe the record series to be filmed. Include cubic feet or
number of items, if known. Specify in this contract that all work
must be done according to the Micrographics Standards
established by the Georgia State Records Committee and the
Administrative Office of the Courts. Copies of these standards
are available from the Georgia Department of Archives and
History.

Research several companies and determine whether other
agencies were pleased with the quality of their work. Solicit
bids for the project from at least three companies.

STANDARDS

Micrographics standards define exactly what should happen in
the microfilming process, to ensure that the end product is of
the highest quality possible. Standards prescribe appropriate
targets, density and resolution, film quality, processing, and
quality control. The standards also prescribe the creation of a
camera negative (security copy), a printing negative
(reproduction copy), and use copies. All microfilm, whether
produced by a microfilm service company or produced in-house,
must meet the Micrographics Standards.

DIGITAL SCANNING

While scanning records for electronic use allows access by
multiple users and saves space, digital scanning requires an
expensive commitment to supporting technologies used to convert
and retrieve records. Moreover, digital technology is not yet
standardized, and new developments are continually occurring.

Microfilm is a stable technology and a proven method for
preserving records. Microfilm records first. At at later date,
the microfilm copy can be scanned for ready access as needed.

PHOTOCOPYING

Photocopying is another way to preserve the informational
content of records. Records on poor-quality papers and those
generated by thermofax copying processes or pressure-transfer
forms are unstable.

Transfer information from these records to alkaline papers
that meet the American National Standards Institute (ANSI)
standard for permanent paper, Z39.48-1992. Such papers are
readily available from paper distributors upon request. Copying
onto stable alkaline paper will help to ensure the long-term
preservation of the information contained in a record.

Make all preservation photocopies using a black and white copy
machine. Color photocopies may not be stable over the long term.

SURROGATES

As a records custodian, you are protecting the rights of both
present and future users to have access to records. Continued use
of originals can prevent future access to information if records
become damaged through excessive wear. Use photocopiers to create
a "use copy," or surrogate. Write policies to limit
access to originals when surrogates are available, and explain to
users why you are taking this extra care.

When making surrogates, never send original records through a
document feeder on a photocopier. If it is necessary to
"feed" oversized records through a copying machine
designed exclusively for this purpose, place original documents
in protective polyester sleeves prior to duplication.

RESOURCES AND PUBLICATIONS

Reformatting is an effective way to ensure the long-term
preservation of information. For more information, call
404-656-3554 to contact the Georgia Department of Archives and
History, a division of the Office of Secretary of State.

ADDITIONAL RESOURCES:

American National Standards Institute (ANSI), 11 West 42nd
Street, New York, New York 10036, Telephone: 212-642-4900.

Local Government Handbook: Using the Common
Records Retention Schedules

Managing Public Records, Common Retention
Schedules for County Governments

Managing Public Records, Common Retention
Schedules for Municipal
Governments

Managing Public Records, Common Retention
Schedules for School Systems